Selecting that conference venue can proof to be a difficult task. Typing ‘Cape Town conference venues’ into Google will verify that. In general, variety is the spice of life – however looking for a needle stack is not. With this in mind, carry on reading and find all the questions that will need answering when choosing your ideal conference venue.
Firstly – is the venue suitable?
Your first question is usually asking yourself whether or not the venue compliments your corporate image and also whether it communicates the purpose of the function. A huge hall with it’s very own paintball arena portrays something other than a boutique Cape winelands conference venue. Finding harmony between the occasion, the delegates and the venue is the primary goal.
The second factor to consider is size.
Will the conference venue successfully accommodate all the delegates? If so, will it allow for comfortable seating as well as easy maneuverability? If you have chosen a guest speaker, can everybody see and hear what he/she has to say? Chances are every word coming out of your guest speakers’ mouth is costing you money. Best make sure everybody can hear them.
It’s also best to enquire about facilities
Are there whiteboards or overhead projectors available at the venue. Does the venue have fax facilities or internet access on site. Are delegates expected to provide their own stationery or does the venue provide the usual pens, pencils, staples & paper clips. Answer these questions first and foremost – and planning that conference day will be far simpler.
Cost is obviously a matter of concern
Are the rates within budget allocations. If yes – what does the rate include. Is a meal, a place to sleep, a drink, a lift home included. In general, most conference venues charge a rate for the venue while all extras such as accommodation and/or meals are billed additionally.
Lastly, we have location.
Is the venue conveniently located; if guests are expected to find their own way there. Do delegates need to make alternative travel arrangements or will they be able to reach the venue via car on a road. Obviously a Durbanville conference venue would be far more suitable for a Cape Town based company, rather than one located in Bonnievale.
You can get most of the above information painlessly. Dropping the potential conference venue an email or perhaps a quick phone call could have all the above questions answered in no time. the more web literate conference venues should have the answer to all your questions on their website. Location location location are the three most important words when it comes to any function – be it corporate or private – so spend time choosing one. Most of the time – the success or failure of your conference depends on it.